As an English major, I became all too familiar with writing long essays (not always to my delight). However, one memorable writing tip from my professor proved transformative: reading my work backward, sentence by sentence or paragraph by paragraph. This technique helped me catch fragmented thoughts and maintain clarity.

In the workplace, we frequently write emails, and a similar “reverse” approach can improve how we communicate.

Imagine this: your leader emails you, requesting a project update. You’re confident in your abilities and eager to succeed, but other priorities have delayed your progress. Thankfully, the deadline is still achievable.

How do you respond?

Our instinct is often to justify delays and reassure our competence, leading to a message like this:

Hello (Leader), sorry for the delay. I’ve had a lot going on and have been feeling a bit overwhelmed. I haven’t had an opportunity to dive into the task because…

While well-meaning, this approach risks projecting an inability to manage responsibilities effectively. Instead, let’s rewrite the message using a reverse strategy shifting our perspective to focus on what the recipient (our leader) wants to know.

Step 1: Acknowledge the Initial Message

Start by confirming receipt of the email, even if you can’t immediately provide a detailed response. This simple acknowledgment reassures your leader that their message has been seen.

Hello (Leader), thanks for your message. I can’t reply in detail right now, but I’ll get back to you as soon as possible.

Step 2: Write, Then Pause

Draft your response but save it as a draft. Allow time for your emotions to settle before revisiting it. Use this pause to consider:

• Am I writing too much?
• Is my message confusing?
• Could anything be misinterpreted?
• Should this be discussed in person or over a call?

Step 3: Keep It Concise and Clear

Aim for a short yet professional message that reassures the leader and opens the door for collaboration. A polished response might look like this:

Hello (Leader), thanks again for your message yesterday. I have some ideas on how to move forward and would love to hear your thoughts as well. Please share your suggestions, and we can discuss the next steps. If you prefer, we can schedule a quick call to align.

Step 4: Foster Positive Dialogue

When you write with clarity and professionalism, you’re likely to receive a constructive reply, such as:

Sounds good! Here are my suggestions. I look forward to discussing it!

Why Writing in Reverse Works

By adopting this method, you shift your emotions from working against you to working for you. It’s a thoughtful way to ensure you’re effectively communicating your message, maintaining a professional tone, and building stronger workplace relationships.

^{_{Adapted from Inc./Justin Bariso}}